Accounting & Finance

4/5 features

Direct billing

Direct billing refers to the process where a hotel directly bills a third-party entity, such as a company, travel agency, or organization, for a guest’s stay, rather than requiring the guest to pay at the time of check-out. This feature allows hotels to set up and manage accounts for companies or other entities that regularly send guests to the hotel, making it easier for those businesses to handle payments through invoices or agreed-upon terms. This feature simplifies the payment process for corporate guests or groups and helps hotels manage financial transactions efficiently.
RevPaR & ADR Reports
Multi-currency
Transactional Emails (booking, folios, etc)

Automatically send transactional booking emails and reservation related notifications to guests.
Automated night audit

Marketing & Ecommerce

4/5 features

Guest Communication (SMS Messaging)

The ability to communicate with your guests via text messaging | improves quality of guest experience and communication.
Native Email Marketing

Send highly targeted marketing emails to previous guests. Native to the system, ability to segment the database and create tailored email. Features include: campaigns, segmentation, drag-n-drop builder, transactional emails
Guest profiles
Guest CRM
Gift Vouchers
Channel Manager
Booking Engine

Eliminate the need for a separate booking engine vendor and serve live inventory from your PMS right into your booking engine.
Transactional Emails (booking, folios, etc)

Automatically send transactional booking emails and reservation related notifications to guests.

Administration & Configuration

4/5 features

Centralized user & role management
Multi-lingual
Cloud based
On premise

Customer Management

4/5 features

Guest Communication (SMS Messaging)

The ability to communicate with your guests via text messaging | improves quality of guest experience and communication.
Guest profiles
Centralized Messaging

Receive messages from guests and colleagues all in one place within the PMS.
Transactional Emails (booking, folios, etc)

Automatically send transactional booking emails and reservation related notifications to guests.

Front Office

4/5 features

Mobile Device Notes & Tasks (Voice-to-Text)

Via a button in the notes field in the guest profile or reservation the staff can speak voice-to-text messages for guest or reservation notes. The GM/staff is in the breakfast room or somewhere around on the estate, he engages with guests and learns different things about them. The person won't rush back to a desktop to enter this information into the PMS, however they are usually carrying their mobile phones. With voice, they can launch the PMS on their mobile, speak into it and add a comment that is relevant for the reservation or the guest profile based on their recent engagement with the guest.
Mobile App
Automated night audit
Calendar view
Multi-lingual
Task Management

Attach automated and custom-made tasks to reservations to easily track jobs and keep guests happy.
Automated reminders

Failed settlements and payment request tasks are automatically created so you don’t miss guest payments.
Guest profiles
Tablet/Kiosk Check-in

Guests can skip the reception queue check in via a tablet, on their own or with the help of one of your team.
Payment Requests

Send payment requests directly to a guest’s email and get notified upon payment or expiration.
Centralized Messaging

Receive messages from guests and colleagues all in one place within the PMS.
Automated Space Optimization

Eliminate the manual work of room blocking with automated room assignments.

Groups Management

4/5 features

Group functionality
Automated Space Optimization

Eliminate the manual work of room blocking with automated room assignments.

Guest Experience

4/5 features

Integrated ID & Passport Scanner

Effortlessly scans multiple passports and ID’s Contactless technology for improved hygiene Eliminates transcribing errors Improved safety: The identity document never leaves the guest’s hands Eliminates the need for copies and storage
Digital Registration

Guest can sign digital registration forms on a mobile device. The signature is automatically stored to the database. Faster check in, location independent, contactless.
Guest App

Put your guests in control of their experience from the moment they book, with a range of guest services from messaging, hotel services, request management, upsells and more.
Online Check-in

You check in online for a flight, why not for a hotel? Digitize your registration process to enable guests to check-in before they arrive to streamline the guest experience, eliminate the need to ask guests for payment upon arrival and reduce wait times and queues at the front desk.
Online Checkout

Lets guests check out from the comfort of their room or on the go via an email link to make checkout more convenient for guests and to help free up rooms faster to optimize your housekeeping operation and get rooms ready faster for arrivals.
Guest Messaging

Make it easy for your guests to contact you during any part of their stay with real-time messaging. Eliminate annoying phone hold times, respond to requests faster and provide outstanding service,.
Transactional Emails (booking, folios, etc)

Automatically send transactional booking emails and reservation related notifications to guests.
ID Scanning & Registration Pre-fill

Scan IDs to automatically pre-fill guest information
Lobby Kiosk

Give guests the choice to check themselves in as part of a contact-free experience. Typical features include: digital registration cards, passport scanner, integrated payment terminals, door lock integrations and streamlined self-check-out.

Housekeeping

4/5 features

Housekeeping module
Housekeeping Mobile App

Enable housekeeping team members to view assignments, track points coverage/daily progress, update room statuses and more all from their mobile device.
Real-Time Status Updates

Update reservations or create tasks within the app for immediate internal visibility.
Automated Assignments

Ability to leverage guest arrival and departure details help to prioritize which rooms to clean first.
Real Time Reporting

Ability to track live room status and check in reservations for available rooms. Know which rooms need priority cleaning in order to upsell early arrival.
Shift Planning

Ability to see a workload overview for every housekeeper to create an organized, optimized and efficient shift plan for each team member.
Employee Messaging

Message individual team members or groups to communicate and send updates without having to slow down your team or reach for a radio.
Online Checkout

Lets guests check out from the comfort of their room or on the go via an email link to make checkout more convenient for guests and to help free up rooms faster to optimize your housekeeping operation and get rooms ready faster for arrivals.

Payments

4/5 features

Integrated Payment Terminal & Card Reader

A fully automated card reader integrated with your PMS and Payment Processing System to help with Automation and Seamless Payment Processing
Direct billing

Direct billing refers to the process where a hotel directly bills a third-party entity, such as a company, travel agency, or organization, for a guest’s stay, rather than requiring the guest to pay at the time of check-out. This feature allows hotels to set up and manage accounts for companies or other entities that regularly send guests to the hotel, making it easier for those businesses to handle payments through invoices or agreed-upon terms. This feature simplifies the payment process for corporate guests or groups and helps hotels manage financial transactions efficiently.
Multi-currency
Payment processing
Payment Requests

Send payment requests directly to a guest’s email and get notified upon payment or expiration.

Reservations Management

4/5 features

RevPaR & ADR Reports
Gift Vouchers
Channel Manager
Integrated CRS
Drag-n-Drop Tapechart

Drag and drop reservations on an easy to use calendar view.
Rate Management

Your rates, your rules. Create and customize product rates and rules to suit your property, including special deals, dependencies, and restrictions.
Automated Space Optimization

Eliminate the manual work of room blocking with automated room assignments.
Rules Based Room Assignments

Set rules to optimize your room assignments to fit your property's unique needs. For example, - Assign spaces by floor from top down or bottom up to fill all your floors progressively - Spread out equally, so you have similar amount of reservations on each floor - Assign reservations based on how well they match the customer’s preferred space features
Transactional Emails (booking, folios, etc)

Automatically send transactional booking emails and reservation related notifications to guests.

Revenue Management

4/5 features

RevPaR & ADR Reports
Custom rates
Ancillary revenue tracking
Revenue management module
Base Pricing

Easily set up the base price of a rate to ensure minimum space income.

Taxes & Compliance

4/5 features

PCI Compliant
GDPR Compliant
SOC2 Complaint
Tax Configuration

Tax reporting and documentation customized for your regional requirements.

Support & Training

4/5 features

Online 24/7 support

Food & Beverage

4/5 features

EPoS

Spa

4/5 features

Spa & Wellness Module

Looking for specific info?

Flexible PMS with API power

Sales & Revenue Manager from 50-74 room Boutique in Gemund (Germany)

Verified

14 days ago

When we first started with Apaleo, it felt a bit too minimal. But very quickly we realized: that’s actually the strength. Instead of being forced into predefined workflows, we were able to build the processes exactly the way we need them – using Apaleo’s open and well-structured API. From booking flows to guest communication and internal re...

Germany

Sales & Revenue Manager

Mid-Sized Hotel

Share review

A Future-Proof, Continuously Evolving PMS

Manager from 25-49 room Boutique in Wemding (Germany)

15 days ago

Apaleo’s modern approach to property management is impressive. The platform is constantly evolving, with regular updates and improvements that show they really listen to user needs. It’s cloud-based, user-friendly, and highly adaptable – perfect for a digital-first hotel like ours.

Manager

Flexible and Easy to use

General Manager from 100 to 199 room Extended Stay & Serviced Apartment in Herzogenaurach (Germany)

20 days ago

We love how easy some of the standard procedures are done in Apaleo e.g. like invoice correction or day closure is for our team. Also from the POV of the management: easy reports, large App Store to Connect with up to date partner platforms and on top of all a whole automation sandbox to play with via make.com

General Manager

Large Hotel

Apaleo - much more than a PMS

CIO from 200 to 499 room Boutique in Schiphol (Netherlands)

1: API first a truly modern tech stack that is future proof. 2: Hundreds of features and ways for you to configure what you want. 3: Purely PMS focused but its marketplace allows for endless extra functionality through partners - a real open garden.

Netherlands

CIO

X-Large Hotel

The Heart of our Hotel

General Manager from 50-74 room Boutique in Munich (Germany)

27 days ago

Apaleo is the backbone of our tech stack. Integrations are seamless, setup is fast, and their support team are very helpful. There is also a wonderful online community of Apaleo users, which makes for an invaluable resource. We’ve connected everything from custom CRMs to AI tools without any issues. Apaleo enables us to move fast and focus...

Intuitive and easy to use

Group Systems & Integrations Manager from 100 to 199 room Boutique in Vienna (Austria)

Easy and intuitive even for someone who hasn't worked in the hotel industry yet. Reservations can be made easily, a room block for groups can be created. Open API and a great integration to make.com - so with the help of tools like make.com, possibilities are pretty much endless.

Austria

Group Systems & Integrations Manager

Apaleo – A Modern, Flexible PMS

Director from 50-74 room Bed & Breakfast & Inn in Nuremberg (Germany)

28 days ago

Products Reviewed

Property Management Systems

What do you like most?

Apaleo has proven to be a highly reliable and intuitive property management system, especially suited for hospitality businesses looking for flexibility and innovation. One of its biggest strengths is its virtually zero downtime, which ensures smooth day-to-day operations. The system is easy to learn, and their support team is both responsive and helpful, often going above and beyond. Notably, the integration with tools like Straiv is seamless, and Apaleo stands out by actively listening to customer feedback, frequently implementing user-driven improvements.

What do you dislike or think could be improved?

That said, there’s room for growth, especially in areas that also depend on third parties. It would be beneficial to see more out-of-the-box official integrations with major industry-standard software outside the hotel tech ecosystem, such as Salesforce, Microsoft Dynamics, or DATEV. These could significantly improve advanced CRM functions like deduplication or ad targeting, and enable deeper accounting workflows, which currently rely too much on third-party connectors rather than official pipelines. Additionally, Apaleo Pay could benefit from deeper integrations—for example, improved tokenization handoffs between IBEs and channel managers would streamline payment processing across more environments. Overall, Apaleo is a future-ready PMS with a strong foundation. Continued focus on deeper native integrations will only strengthen its position as a go-to platform in the hospitality tech landscape.

Director

Best PMS of all

GM from 25-49 room Bed & Breakfast & Inn in Basel (Switzerland)

Open minded API, Ease of use, ability build your own tailored tech stack, connectability to other platforms and software programs.

Switzerland

Great PMS for a flexible tech stack

Projekt Manager from 500+ room Branded Hotel in

The open API approach gives you the chance of building the tech environment you like to. You can even build your own applications if needed. Additionally, their community is great and very helpful - especially if you are new to the system.

Projekt Manager

Exactly what a hotel living in the future needs

Operations Manager from 100 to 199 room Boutique in Arosa (Switzerland)

What I like most about Apaleo is how seamlessly it combines customization, automation, and a modern interface into one powerful property management system. It’s designed for operators who value flexibility, whether you’re managing reservations, room blocks, building a pricing strategy, handling groups, or handling assignments and check-ins. The ability to tailor workflows and automate repetitive tasks has significantly improved our efficiency. From personalized booking flows to auto-generated reports, Apaleo helps us save time and reduce manual work every day. Their support team is outstanding. They are quick to respond, knowledgeable, and genuinely helpful. Whether it’s during setup, troubleshooting, or exploring new features, they consistently go the extra mile. Another major highlight for me is the Apaleo Community. It’s a fantastic space to exchange ideas, ask questions, and learn from others in the industry. It makes you feel like you’re part of something bigger than just a software platform. One of the things that truly sets Apaleo apart is how fast and efficient the onboarding process is. You can get a hotel up and running in a relatively short period of time, which is ideal for dynamic teams and growing portfolios. Also, the system is remarkably stable. We’ve experienced excellent uptime and smooth performance, even during high-demand periods like weekends and holidays. You can tell it’s built with reliability in mind. I also love how frequently Apaleo rolls out meaningful updates and how much they genuinely listen to user feedback. It’s clear that customer voices shape their roadmap. On top of that, their marketplace keeps growing with more and more integrated apps, giving us even more flexibility to build the tech stack we want. If you’re looking for a PMS that’s forward-thinking, easy to integrate, and adaptable to your unique needs, Apaleo is the clear choice.

The only thing I’d love to see improved is weekend support availability. Since hospitality runs seven days a week, having access to the support team on Saturdays and Sundays would be incredibly helpful, especially during urgent situations. That said, I understand that Apaleo is actively working on expanding their support coverage, so I’m optimistic this will be addressed soon.

Operations Manager

Company	Functionality
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RateGain 94% recommended by 580 hotels	Hotel Metasearch Management Software
Duetto 94% recommended by 569 hotels	Revenue Management Systems
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IDeaS 92% recommended by 509 hotels	Revenue Management Systems
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Sorry, this functionality is only available for verified hoteliers

Apaleo Open PMS

What is apaleo GmbH?

Direct billing

RevPaR & ADR Reports

Multi-currency

Transactional Emails (booking, folios, etc)

Automated night audit

Guest Communication (SMS Messaging)

Native Email Marketing

Guest profiles

Guest CRM

Gift Vouchers

Channel Manager

Booking Engine

Transactional Emails (booking, folios, etc)

Centralized user & role management

Multi-lingual

Cloud based

On premise

Guest Communication (SMS Messaging)

Guest profiles

Centralized Messaging

Transactional Emails (booking, folios, etc)

Mobile Device Notes & Tasks (Voice-to-Text)

Mobile App

Automated night audit

Calendar view

Multi-lingual

Task Management

Automated reminders

Guest profiles

Tablet/Kiosk Check-in

Payment Requests

Centralized Messaging

Automated Space Optimization

Group functionality

Automated Space Optimization

Integrated ID & Passport Scanner

Digital Registration

Guest App

Online Check-in

Online Checkout

Guest Messaging

Transactional Emails (booking, folios, etc)

ID Scanning & Registration Pre-fill

Lobby Kiosk

Housekeeping module

Housekeeping Mobile App

Real-Time Status Updates

Automated Assignments

Real Time Reporting

Shift Planning

Employee Messaging

Online Checkout

Integrated Payment Terminal & Card Reader

Direct billing

Multi-currency

Payment processing

Payment Requests

RevPaR & ADR Reports

Gift Vouchers

Channel Manager

Integrated CRS

Drag-n-Drop Tapechart

Rate Management

Automated Space Optimization

Rules Based Room Assignments

Transactional Emails (booking, folios, etc)

RevPaR & ADR Reports

Custom rates

Ancillary revenue tracking

Revenue management module

Base Pricing

PCI Compliant

GDPR Compliant

SOC2 Complaint

Tax Configuration

Online 24/7 support

EPoS